II. PROCEDURE

A. External Request: Employment Verification and References

External requests for employment verifications and references concerning current and former employees must be directed to Human Resources.

B. Review of Personnel File by Current and Former Employees

Current employees who wish to review their departmental personnel files should contact their supervisors. Each department is responsible for the release of departmental personnel files to current employees. Former employees should be directed to Human Resources.

Human Resources is responsible for the release of employee record information maintained in RMSS and will process and record all requests for disclosure that are submitted from current and former employees. Current and former employees who wish to review their employee records must contact the Chief Human Resources Officer, who will arrange a mutually convenient time at which the file may be reviewed. A cost to copy employment records may be assessed. Payment must be made in cash.

C. Review of Personnel File by Others

Only employees with a need to know may access a personnel file which is not their own. Supervisors may determine access for departmental files and Human Resources will determine access for files maintained in RMSS.

D. Record Retention

All personnel-related files must be maintained by the university for five years after the date of separation. When an employee separates from the university the department must do one of the following:

maintain the files for the five-year period, or

forward the files to the RMSS.

If an employee transfers to another department or operating unit within the university the department must do one of the following:

maintain the employee's files in the department until five years after the employee leaves the university

forward the employee’s files to the department or operating unit the employee is transferring to; or,